Vow Renewal - Planner | Tracy & Amber

Reasons for a Planner

Gives Top-Notch Expertise
Informs You of the Etiquette You Need to Know
Takes Care of Your Specific Needs
Finds the Best Vendors for You
Helps You Stick to Your Budget
Executes Your Wedding Vision
Mediates for You and Your Partner
Helps You Enjoy Your Special Day

Costs

Full-Service Wedding Planner – approximately $4,100
Day-Of Wedding Coordinator – approximately $1,400
Month-Of Wedding Coordinator – approximately $2,200
Wedding Planner Cost Per Hour – approximately $75 per hour

KC planners

Ways to Save without Planner

budgeting tips

budget spreadsheet

budget planner

Day-of-Wedding Coordinator

According to the wedding pros, they are worth their weight in gold.

Rather than having to wake up early in the morning wondering about the flowers, the napkins, the timing of events and every other little thing, your day-of coordinator is to be your ringleader. A wedding planner is often involved with planning your wedding, starting from the beginning through your wedding day. A wedding coordinator focuses solely on the coordination aspect and often comes in towards the end of your planning to help make your wedding happen. An easy way to think of a wedding planner vs. a day-of coordinator is a planner is, well, the planner. And the day-of coordinator is the executor of the plans. Often, wedding planners will have day-of coordinators who execute the event’s details. However, if a couple decides to plan their wedding themselves, it’s essential they hire a day-of coordinator to manage vendors, setup, the timeline and so on. Day-of wedding coordinators can only do so many weddings a year, so book your preferred planner as early as possible. If you’re interested in hiring a day-of coordinator, start by asking your venue if they have a list of approved vendors who can work in their space.

Day-of Wedding Coordinator Duties

They will keep the timing and the pace of the day flowing smoothly.
Manage setup and breakdown.
Keep the timing and pace flowing smoothly.
Keep a cool head.

Over Budget Concerns

Flexibility is key

Set your budget before doing anything else. I’ve worked numbers, but Tracy needs to be part of that as well.
Give yourself plenty of time to plan. This is simple, I have over two years to plan.
Choose a date that’s in the off-season or on a weekday. This will not work with people coming to town, people who work, etc.
Hire a planner. Maybe needed? Maybe not.
Invite fewer guests. We have trimmed down the list.
Keep your party tight. We are not having a groomsmen and bridesmaids, etc.
Trust your vendors. Certain products and services may be costing more than before.
Remember the hidden fees. Think tips, postage and license fees. I haven’t determined tips yet, but I have postage included with the stationery package and we already have our license.
Plan ahead. One way to do this is by reserving 5% of your total wedding budget as a “just in case” fund that you can dip into when additional expenses arise.

Vow Renewal Mission Statement

We want our vow renewal to bring together our favorite people over the course of our weekend, and for the whole experience to be as easy as possible on our guests so that they enjoy themselves fully.

Planning Schedule

12+ Months Out From Wedding

Begin early research
Vendors: Planner, venue, caterer, photographer

12 Months Out From Wedding

Set your budget, discuss your priorities, decide if you’ll use a planner, research and tour venues, begin pulling style and decor inspo
Vendors: DJ, attire, officiant, hair & makeup, hotel room blocks

11 Months Out From Wedding

Touch base with non-negotiable guest and vendors, finalize date and venue

10 Months Out From Wedding

Start shopping for attire, book hotel room blocks and transportation

9 Months Out From Wedding

Choose save the dates, plan your entertainment, begin booking rentals, have an engagement photo session
Vendors: cake baker, rentals, transportation

8 Months Out From Wedding

Finish website, send save the dates, secure insurance policies, daydream about your honeymoon

7 Months Out From Wedding

Finalize all vendor hires

6 Months Out From Wedding

Secure hair and makeup team, complete your invitation suite

5 Months Out From Wedding

Order invitations, plan your menu, finalize honeymoon plans, book officiant, begin beauty upkeep

4 Months Out From Wedding

Create a music wishlist, plan personalized details, finalize your ceremony program

3 Months Out From Wedding

Schedule hair and makeup trial, send formal invitations

2 Months Out From Wedding

Plan your welcome bags

1 Month Out From Wedding

Make final attire alterations, make seating chart

2 Weeks Out From Wedding

Confirm rsvps, schedule a final meeting with planner or day-of coordinator, give your shot list to the photographer, touch base with vendors, share your music requests, book final beauty appointments

The Week of Wedding

Give your venue the final head count, press/steam the outfit, confirm timing with your vendors, pack your overnight bag, clean your rings, write Tracy a day-of note and package their gift

The Day Before

Give your pros day-of contact information, write checks and organize tip envelopes, bring small decor to your venue, rehearse your ceremony

Day-of-Schedule

The best person to assist with making your planning timetable is a professional planner. Weddings are commonly five to six hours in length from start to finish. A ceremony is generally up to 30 minutes, leaving reception time approximately five hours. Sources always recommend that a wedding shouldn’t be any longer than six hours from start to finish. A six-hour commitment from your friends and family is already very generous. You want to ensure your guests don’t get stale by being there too long.

Give yourself extra time to finish tasks on that day. Think about the 30/5 minute rule. This is a time management strategy that states that any task that would take you five minutes on a normal day will take 30 minutes on the wedding day. So even though you’re making a comprehensive wedding itinerary, give yourself some buffer time for distractions.

Finalize your wedding day timeline about a month before the date. This will give you enough time to share the details with your pros. Confirm the timing about a week out from your wedding day. Also, make the timeline available for everyone necessary.

Timeline template